HR Partners February 16 and 18, 2010
Agenda • Veteran’s Preferences • Recent Changes in Processing Faculty Appointments • Saving for Retirement • Stress Management
Veteran’s Preference for Classified Employees(DHRM Policy 2.10 – Hiring) • All VCU departments will give preference to veterans as part of the classified hiring process. • Veterans are anyone who served in any branch of the armed forces or reserves.
Initial Screening - Classified Employees - • To determine who meets minimum requirements, applicants are screened through either eJobs-targeted questions, through department application review, or combination. • No veteran’s preference is given during screening.
Applying Preference After Screening - Classified Employees - • Hiring Managers must treat veteran status as a preferred qualification and veteran’s status with service-connected disability as an additional preferred qualification. • Veteran status as a preferred qualification would be handled like a preference for a degree or preference for more years of experience.
eJobs- Classified Employees - • The eJobs department applicant listing provides notice of veteran status.
Scored Tests- Classified Employees - • HR will work with departments who use a scored test to evaluate applicants to ensure compliance with preference guidelines.
Veteran’s Preference for Faculty(Governor’s Executive Order 1 - 2006) • All VCU departments will give preference to veterans as part of the faculty search process. • Veterans are anyone who served in any branch of the armed forces or reserves.
Initial Screening- Faculty - • Candidates are screened to determine who meets the minimum requirements for the position. • No veteran’s preference is given during screening.
Applying Preference After Screening- Faculty - • Hiring Managers must treat veteran status identified on any resume or vitae as a preferred qualification and veteran’s status with service-connected disability as an additional preferred qualification. • Veteran status as a preferred qualification would be handled like a preference for a higher degree, preference for more years of experience in a specific discipline, or preference for research expertise. • Contact the EEO Office for information on the faculty search process.
Updating Title, Rank, and Tenure Status in PEAFACT • All faculty should have a rank and tenure status in PEAFACT • Some faculty with administrative responsibilities also have a working title (e.g. Dean, Department Chair, Director, etc.)
Updating Title, Rank, and Tenure Status in PEAFACT (cont.) • Super PAs are responsible for entering data on faculty in PEAFACT • Rank (i.e. Professor, Associate Professor, Assistant Professor, or Instructor) • Tenure status (e.g. Tenured, Tenure-Track, Ineligible) • Tenure review date, if applicable • Working title (e.g. Dean, Department Chair), if applicable • New Banner synchronization process developed to provide consistency in data throughout the Banner forms
Updating Title, Rank, and Tenure Status in PEAFACT (cont.) • PEAFACT instructions have been revised for Super PAs to use for entering a working title, rank, and tenure status in Banner- can be found at http://www.hr.vcu.edu/forms/PEAFACT_Instructions.pdf Instructions • PAs/Super PAs should not send PAFs to HR for changes working title, rank, or tenure status for faculty • The “Faculty Rank and Tenure” report in SAS was revised to include “working titles” and any Administrative Level designation as shown in the ADMNLVL form in Banner
Updating Title, Rank, and Tenure Status in PEAFACT (cont.) • Within next two weeks: PAs/Super PAs should review report (compare to contracts, unit database, etc.) and Super PAs should update PEAFACT with any changes. • If any questions about rank, tenure status or working titles, contact either Amy Unger in Provost’s Office (828-1484 or email@example.com) or Anne Rowlett in Office of the VP for Health Sciences (828-9776 or firstname.lastname@example.org) • If any difficulties with entering data in PEAFACT, with the PEAFACT instructions, or with the synchronization process, contact Konjit Chitty in HR (827-4565 or email@example.com) or Elizabeth Johnson in CIE (827-0005 or firstname.lastname@example.org)
Updating Title, Rank, and Tenure Status in PEAFACT (cont.) • After this initial check, PAs/Super PAs should continue to review this information (e.g. quarterly) to ensure data on faculty appointments are complete and accurate • Important for integrity of institutional data that all information on faculty be accurate and complete • Institutional reporting on faculty appointments is derived from Banner
Faculty Layoffs - Potential Severance Options • With significant budget reductions, there have been several faculty “layoffs” this past year- trend expected to continue • Severance benefits under the Workforce Transition Act (WTA) may be an option for faculty who lose their jobs as a result of a workforce reduction (e.g. layoff) • Faculty may be given the option of either working out the “defined notice” period or electing a severance option
Faculty Layoffs - Potential Severance Options (cont.) • Option does not apply to faculty who are terminated from employment for job performance, misconduct, or cause • Deans or designated representatives are required to notify their respective VP’s office on all potential faculty layoffs (e.g. Amy Unger, Anne Rowlett, etc.) prior to discussion with affected faculty • These offices will provide guidance on determining proper length of notice to be provided to faculty under either the Promotion and Tenure (P&T) Policy or the Administrative and Professional (A&P) Faculty policy
Faculty Layoffs - Potential Severance Options (cont.) • Written procedures on severance options have been developed as a guide for units • HR Generalists are familiar with process and will work with units and faculty to provide estimates of potential severance benefits • This team approach works well in handling these difficult personnel matters
Recent Changes in Faculty Appointments Adjunct Faculty Appointments - Reminders • Instructional (J00001) adjunct appointments- credit or non-credit instruction • Use Adjunct-Instructional contract template and prepare PAF (or ePAF if renewal) • Use FTE chart for credit/non-credit instruction found at http://www.hr.vcu.edu/banner/ to calculate correct FTE
Adjunct Faculty Appointments – Reminders (cont.) • Non-teaching (J00002) adjunct appointments • Use Adjunct-Other contract template • Complete Position Description/PAF combo form found at http://www.hr.vcu.edu/forms/AdjunctFacultyNon-TeachingPD.pdf
Adjunct Faculty Appointments – Reminders (cont.) • Form is required for non-teaching adjunct appointments • To ensure compliance with FLSA • Position must meet both the “Job” and “Salary Basis” Exemptions tests as shown in the Fact Sheet attached to form • Minimum salary of $455 per week • These faculty positions should be comparable to A&P faculty positions • Definitions for A&P faculty can be found in the Faculty Salary Administration Guidelines
Adjunct Faculty Appointments – Reminders (cont.) • Continuing Education (CE) Instruction (J00003)- type of adjunct appointment • Form for requesting approval for a faculty member to teach a CE course (s) can be found at http://www.hr.vcu.edu/forms/ContinuingEducationInstructionForm.pdf • Criteria as noted on form must be met • Form can be used for current or new faculty who teach a CE course (s) • Employment contract not required, but there is (J00003) template available in Provost’s Office
Faculty Overloads – Reminders • Form for requesting approval for a faculty member to engage in an overload assignment can be found at http://www.hr.vcu.edu/forms/Overload_Job_Request_Form_Faculty_Employee.pdf • Form should be completed and approved before faculty engage in any secondary assignment
Faculty Overloads – Reminders (cont.) • PAs should be familiar with the restrictions on faculty overloads and compensation-see Overload policy at http://www.hr.vcu.edu/policies/Current%20Policies/OverloadJobs.pdf • Approval is not requiredfor faculty who teach during intersession or summer session through VCU’s Office of the Vice Provost for Instruction
Faculty Salary Administrative Guidelines • FSAG revised in December 2009- can be found at http://www.provost.vcu.edu/pdfs/salary_guidelines.pdf • Excellent reference for most, if not all matters relative to faculty salaries • Links to applicable policies, procedures forms • Definitions of types of faculty appointments • Formulas for salary conversions • Processing of “Off-cycle” salary increases, bonuses, etc.
Faculty Salary Administrative Guidelines(cont.) • Salary limits on faculty compensation • 9/10-month faculty can not earn more than 1/3 of their 9/10-month salary during a 12-month period (e.g. from 8-16 to 8-15 of following year) • 12-month faculty are now permitted to have an “overload” job for teaching duties only and only during academic year, not permitted in summer or intersession